State Archivist Templates

State Archivist Templates

There is a huge number of templates that someone in the State Archivist role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a State Archivist. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Monthly Acquisition Report
2. Preservation Assessment Checklist
3. Accession Register
4. Records Disposition Schedule
5. Digitization Request Form
6. Reference Request Log
7. Annual Report on Archival Holdings
8. Records Transfer Form
9. Collection Inventory Template
10. Archival Finding Aid Template

Reports

Reports are often prepared by a State Archivist to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Acquisition Report
2. Accessioning Report
3. Preservation Assessment Report
4. Records Appraisal Report
5. Reference Services Report
6. Digitization Progress Report
7. Records Disposition Report
8. Public Outreach Report
9. Records Management Training Report
10. Annual Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a State Archivist does and how they do it.

1. Accessioning and Cataloging SOP
2. Preservation and Conservation SOP
3. Records Management SOP
4. Digitization and Digital Preservation SOP
5. Reference and Research Services SOP
6. Exhibitions and Outreach SOP
7. Disaster Preparedness and Recovery SOP
8. Policy and Procedure Development SOP
9. Grant Writing and Fundraising SOP
10. Staff Training and Development SOP

Presentations

State Archivist presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Report Template
2. Budget Presentation Template
3. Strategic Planning Template
4. Records Management Template
5. Historical Preservation Template

Legal Docs

There are several key times when a State Archivist needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Records Retention Schedule Template
2. Freedom of Information Act (FOIA) Request Template
3. Records Transfer Form Template
4. Records Destruction Authorization Template
5. Records Access Agreement Template

Health & Safety Templates

Health & Safety templates for a State Archivist ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Risk Assessment Template
3. Emergency Evacuation Plan Template
4. Workplace Inspection Checklist Template
5. Health and Safety Training Attendance Record Template

Calendars

Setting up State Archivist calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Annual Events Calendar
2. Records Retention Schedule Calendar
3. Meeting and Conference Calendar
4. Public Holidays Calendar
5. Staff Leave and Attendance Calendar

Invoice Templates

Several types of State Archivist invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Records Retrieval Invoice
2. Digitization Services Invoice
3. Research and Reference Invoice
4. Preservation and Conservation Invoice
5. Outreach and Education Invoice

Survey Templates

For a State Archivist to get insights related to the work they do, they need to send out State Archivist surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Public Records Access Survey
2. Historical Preservation Survey
3. User Satisfaction Survey
4. Digital Archives Usage Survey
5. Archival Research Needs Survey

Meeting Agendas

Having premade State Archivist meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Staff Meeting
2. Budget Review Meeting
3. Records Management Committee Meeting
4. Preservation and Conservation Meeting
5. Outreach and Public Programs Meeting

Budget Templates

To manage finances well, a State Archivist would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Operating Budget Template
2. Personnel Budget Template
3. Supplies and Equipment Budget Template
4. Travel and Training Budget Template
5. Capital Improvement Budget Template

Dashboards

Dashboards are a useful way for a State Archivist to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Monthly Records Management Dashboard
2. Digital Preservation Dashboard
3. Accessioning and Appraisal Dashboard
4. Public Records Requests Dashboard
5. Historical Research and Reference Dashboard

Proposal Templates

For bidding or requesting work, a State Archivist needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Digitization Proposal
2. Preservation and Conservation Proposal
3. Records Management Proposal
4. Access and Outreach Proposal
5. Grant Funding Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your State Archivist templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.